Certificate IV in Project Management Introduction to Project Management Course Number 17871 Qualification Code BSB41507

Definition from PMBOK - What is a project? Definition from PMBOK - A project is a temporary endeavour undertaken to create a product, service or outcome There is a definite beginning and end Generally the end is reached when the project’s objectives have been met Adapted from the PMBOK 4th edition

Some Examples of Projects Developing a new product or service Effecting a change in an organisational structure Acquiring and implementing a new computer system Constructing a building Improving a business process Adapted from the PMBOK 4th edition

Project Characteristics Phases Temporary Definite Start Materials Deliverables Planned Client Tangible Outcome Controlled Tasks Team is disbanded Definite End Monitored Objectives Long or Short Timeframe Activities Cost Sponsor Scope

Project Success Measures Project success occurs when the – expectations of the project sponsor or client are met agreed project objectives have been met business outcomes have been realised timeframe and budget have been delivered quality and scope requirements have been delivered

Project Tradeoffs Time Quick Quality Cost Good Cheap Really means Project success is often reliant on the project manager’s ability to manage stakeholder expectations and make trade offs between key project dimensions

Project Management Roles (AIPM) There is a natural hierarchy of roles within the project management profession The AIPM’s competency framework has four levels - Executive Project Director Project Director Project Manager Project Practitioner Source – AIPM Professional Competency Standards for Project Management, June 2008, Version 1

Project Management Roles (PMI) The PMI has a different hierarchy of project management roles – Portfolio Manager Program Manager Project Manager The PMI also includes a project support function known as the Project Management Office Source – PMBOK, 4th Edition

Project Management Definition The application of the 9 defined project management knowledge areas, skills, tools and techniques to deliver project requirements. Project management typically includes identifying requirements, addressing stakeholder expectations to ensure the project is planned and executed correctly, balancing competing project constraints such as time, cost, quality and scope, and reducing the impact of risks and issues. Source – Adapted from PMBOK, 4th Edition

Program Management Definition Grouping related projects in order to manage and co-ordinate the outcomes and enhance the achievement of benefits. Program management is the centralised and co-ordinated management of a set of related projects in order to achieve broad strategic objectives and benefits. Program management focuses on the project interdependencies and determines the optimal approach to managing the projects in order to maximise the benefits. Source – Adapted from PMBOK, 4th Edition

Portfolio Management Definition Grouping of a collection of projects or programs together so they can be managed as a whole in order to achieve strategic business objectives. Portfolio management refers to the centralised management of a collection of related projects and programs. This includes identifying, prioritising, authorising, managing and controlling projects and programs within the portfolio so that they align with the strategic business objectives. The focus is on prioritisation of resource allocation so that the portfolio objectives are aligned to organisational strategies. Source – Adapted from PMBOK, 4th Edition

Project, Program & Portfolio Roles Project Officer Project Manager Program Manager Portfolio Manager Scope Management Roles have defined responsibilities. Work under direction of the Project Manager. Contributes to scope management. Projects have defined objectives. Scope is progressively elaborated throughout the project lifecycle. Programmes have a larger scope and provide more significant benefits. Portfolios have a business scope that changes with the strategic goals of the organisation. Change Management Contributes to change management, brings changes to scope, time, cost and quality to attention of Project Manager. Project Managers expect change and implement processes to keep change managed and controlled. The Program Manager must expect change from both inside and outside the program and be prepared to manage it. Portfolio Managers continually monitor changes in the broad environment. Project Planning Contributes to project planning and may take ownership of a set of deliverables or small sub project, under direction from the Project Manager. Project managers progressively elaborate high-level information into detailed plans throughout the project lifecycle. Program managers develop the overall program plan and create high-level plans to guide detailed planning by Project Managers. Portfolio managers create and maintain necessary processes and communication relative to the planning for the overall portfolio. People Management Contributes to project human resource planning. Needs to work effectively as part of the project team. Project managers manage the project team to meet the project objectives. Program managers manage the program staff and the project managers, they provide vision and overall leadership. Portfolio managers may manage and co-ordinate portfolio management staff and ensure the overall people management framework, policies and procedures are followed. Project Success Measures Works under supervision of the Project Manager to ensure success measures are achieved. Success is measured by product and project quality, timelines, budget compliance and degree of client satisfaction. Success is measured by the degree to which the program satisfies the needs and benefits for which it was undertaken. Often linked back to a business case. Success is measured in terms of aggregate performance of portfolio components and often linked back to a strategic plan and priorities for a business unit. Monitoring & Controlling Provides status updates to Project Manager on deliverables and activities. Project managers monitor and control the work of producing the products, services and results committed to in the Project Charter. Program managers monitor the progress of sub projects to ensure the overall goals, schedules, budgets and benefits are achieved. Portfolio managers monitor the aggregate performance against strategic objectives. Source – Adapted from PMBOK, 4th Edition

Project Management Office (PMO) Primary function of a PMO is to support project managers by – Managing shared resources Specifying and developing the project management methodology, best practice, standards and tools Coaching, mentoring, training and career management Project assurance and compliance with methodologies and standards Co-ordinating communication across projects and within the project management community Assistance with project establishment and approval processes Project reviews and health checks to ensure projects are running according to plans and expected outcomes Source – Adapted from PMBOK, 4th Edition

Project Managers vs PMOs Focuses on the specified project objectives Controls the assigned project resources to best meet project objectives Manages the constraints of the individual project (scope, time, cost, quality, risk etc) Manages major program scope changes to optimise achievement of broader business objectives Optimises the use of shared organisational resources across all projects in their jurisdiction Manages methodologies, standards, overall risks and interdependencies in their jurisdiction Source – Adapted from PMBOK, 4th Edition

PM Interpersonal Skills In addition to the ability to apply the 9 key knowledge areas, Project Managers require important interpersonal skills to assist in the effective management of projects, specifically in the achievement of project objectives and success criteria – Leadership Team Building Motivation Communication Influencing Decision Making Political and Cultural Awareness Negotiation Source – PMBOK, 4th Edition, Appendix G Interpersonal Skills

This could take 45 to 60 minutes Recommended Reading If you haven’t done so already, please take some time to review the PMBOK Chapter 1, Chapter 2 & Appendix G This could take 45 to 60 minutes

Next Steps Please complete the Student Introduction and Assignment Selection Exercise in Tests and Tasks before proceeding to Project Management Environment in the Learning Program. Best of Luck! This is due at the end of Week 1 in the Course Delivery Schedule and it is critical to the allocation of teams for the Team Assignment 17